All privacy policy settings are defined in Lyyti under Company settings > Privacy policies.

You can find the following sections in this article: 

• What is a privacy policy?
• Privacy policies in Lyyti
• Registers / Create new register
• Consents / Create new consent
• More information about data protection regulation

What is a privacy policy?

A privacy policy is a statement that informs the participant or the registering party of the way a company gathers, uses and manages participant data during and/or after an event. The policy should inform the participant of their right to check what information has been gathered about them.

What is a privacy policy like?  You can click here to see one version of what a privacy policy can look like. You can download it and fill it out for your company's needs. The most important thing is that, after reading the policy, participants understand how their information is processed and what they are giving their permission to.

Every company is responsible for their own privacy policies and acting according to the EU's data protection regulation. Your company's admin user needs to upload your privacy policy into Lyyti, and it will be visible on your event registration page and in the e-mails you send from the event. 

Privacy policies in Lyyti 

A privacy policy in Lyyti is always linked to a:

1. register OR
2. consent

Participants give their permission to used their data according to the register's privacy policy and/or the consent's privacy policy or other text that you can define. You don't necessarily need to ask for permission in every event, but we advise double-checking this with your organisation's own lawyer.

If the register's privacy policy is added to the registration page, the participant must always accept it. Consent's obligatoriness can be defined on the registration page, by editing the consent's settings. 

These questions/answers will not be included in the confirmation message. 

Registers / Create new register

When creating an event in Lyyti, it's participant data will be lined / saved to the register selected for the event. Each register has its own privacy policy that the participant must accept in order to register, since it is not possible to participate in an event without the permission to save participant data (expect in cases of legitimate interest, see also below). Each event can only belong to a single register.

To add a new register, go to Company settings (admin users only) > Privacy policies > Create new register.

1. Give a name to the register (please note that the name is the same for all languages).
2. Participant accepts the privacy policy automatically when registering (legitimate interest)
   • With this setting, participants won't be asked to accept the privacy policy
   • Legitimate interest: The processing of personal data can be in the legitimate interests of the controller, for example, when there is a relevant relationship between the controller and data subject. In practice, this means that the data subject is the customer or subordinate of the controller (reference and more information: Office of the data protection ombudsman)
3. Select language for the register.
4. Consent's text: A brief text on the registration page, that the participant sees and accepts (checkbox).
5. Select in which format your privacy policy is. It can be: 
   • None: If you haven't set or added a privacy policy, the participant can't access it from the registration page or your emails. 
   • Brief written policy above consent text: Text is shown above the consent text on the registration page.
   • Link to a new page (define contents): Write the privacy policy into Lyyti, into the text editor that opens. When you click on the privacy policy-link, it will open a page in Lyyti where the privacy policy can be read. 
   • Link to a new page (enter URL): Paste or write the www link to the privacy policy (it can be a link to a page or to e.g. the Lyyti file bank). 
   • Same as language: This selects a privacy policy that you've set for another language. E.g. if your company doesn't have a privacy policy of it's own in Swedish, you can set that in Swedish it shows Same as language English. The English version will be shown on Swedish registration pages. 

Please note that modifications made to the privacy policy do not automatically transfer to other language versions (unless you have selected the privacy policy type as "Same as language"). If you add language versions to your event later, the privacy policy will need to be defined for the new languages at that time.

Consents / Create new consent

With consents you can ask participants' for their permission to use their data in other purposes than the ones listed in the register's privacy policy, for example using data for marketing purposes after the event or sharing information with event partners. On the registraion page, users can define the consents obligatoriness. There can be more than one consent per event.

To add a new consent, go to Company settings (admin users only) > Privacy policies > Create new consent.

1. Give a name to the consent (please note that the name is the same for all languages).
2. Select language for the register.
3. Consent's text: A brief text on the registration page, that the participant sees and accepts (checkbox).
4. Select in which format your privacy policy is. It can be: 
   • None: If you haven't set or added a privacy policy, the participant can't access it from the registration page or your emails. 
   • Brief written policy above consent text: Text is shown above the consent text on the registration page.
   • Link to a new page (define contents): Write the privacy policy into Lyyti, into the text editor that opens. When you click on the privacy policy-link, it will open a page in Lyyti where the privacy policy can be read. 
   • Link to a new page (enter URL): Paste or write the www link to the privacy policy (it can be a link to a page or to e.g. the Lyyti file bank). 
   • Same as language: This selects a privacy policy that you've set for another language. E.g. if your company doesn't have a privacy policy of it's own in Swedish, you can set that in Swedish it shows Same as language English. The English version will be shown on Swedish registration pages.